Method and system for gathering and disseminating quality performance and audit activity data in an extended enterprise environment

ABSTRACT

A method for facilitating supplier auditing functions in a communications network environment is disclosed. The method includes receiving a request from a user system of an enterprise system to initiate an activity. The activity includes assessing a supplier record for determining a need to schedule a supplier audit, and scheduling the audit for performing an initial or ongoing qualification of an existing or prospective trading partner of the enterprise system. Assessing the supplier record includes reviewing past audit activity, date of last audit, and results of past audits. The enterprise system retrieves data from at least one database, which corresponds to the request. The enterprise system includes a quality information network application for executing activity options that include the activity requested by the user system.

CROSS-REFERENCE TO RELATED APPLICATION

This application is a divisional application of U.S. Ser. No. 09/749,846Dec. 27, 2000, the contents of which are incorporated by referenceherein in their entirety.

BACKGROUND OF THE INVENTION

This invention relates generally to a computer-based method and systemfor supply chain management, and more particularly, this inventionrelates to a method and system for gathering and disseminating qualityperformance and audit activity data in an extended environment.

With the advent of the Internet and related technologies, complexnetworking systems have evolved that enable distant trading partnersoperating disparate computer systems to interact with one another. TheInternet provides a ubiquitous message routing architecture thatsupports reliable inter-business connectivity around the world, based oncommon communication protocols and common standards for systeminteroperability. Further, the Internet and related intranet andextranet technologies offer a relatively low cost of entry, making thempractical for use by large and small businesses alike. Web-basedsecurity issues have been minimized through the use of intranets thatconnect a business' internal processes to the applications and data theyneed and extranets that connect external processes to the applicationsand data they need. Firewalls or security devices are added to protectagainst unauthorized access to the internal network and to isolateunauthorized Internet access from the extranet. With this new technologyin place, existing trading barriers between trading partners can beremoved, allowing for a synchronized flow of information.

A recent trend in electronics manufacturing involves contracting outsome or all of the manufacturing of a company's products to third partymanufacturers which then build these products according tospecification. This arrangement, known as outsourcing, results where theoriginal manufacturer (called an Original Equipment Manufacturer, orOEM) buys assemblies in bulk from third-party contract manufacturers andthen customizes them for a particular application. It then markets andsells the customized equipment under its own name. By outsourcing themanufacturing and assembly of these goods, established OEMs are able tofocus on other business areas such as new product development andcustomer relationship management. Additionally, as product designs andcomponents are becoming increasingly complex and frequently updated, acontract manufacturer with specialized skills may be better equipped toaccommodate the changing technology. By outsourcing to meet peakdemands, an OEM may be able to avoid having to build new facilitiesand/or hire new people.

An OEM who is outsourcing the manufacturing of its products needs to beable to collaborate with its contract manufacturers and suppliersbefore, during, and after the manufacturing cycle in order to achievemaximum efficiency of the production process. One area of collaborationis supplier auditing and reporting. Technology shifts are causing newtechnical suppliers to rise in an ever-increasing worldwide space. Withthis rise in suppliers, comes the need for new quality control measuresincluding auditing processes. Before integrating a supplier technologyinto an OEM's product, a supplier is often subjected to a rigorous auditto ensure that correct technical processes are followed and to ensuretechnical capability. Supplier audit management must be able to handlethe audit process where the OEM has offices located around the world andbuys from suppliers equally spread out. Traditional methods ofqualifying suppliers and performing auditing procedures often result inredundant or unnecessary audits where inefficient, incomplete, oroutdated records provide incorrect information. This is compounded bythe fact that multiple procurement divisions of an OEM may not alwaysknow what other divisions are doing due to inadequate communications,employee turnover, and/or geographic separation. Further, old auditingmethods that involved tracking down a particular auditor who possessedthe requisite skills necessary to perform the audit was tedious and timeconsuming and often involved scheduling the auditor to travel excessivedistances to the audit sites. Finally, old audit methods providedinconsistent results where audit reports took on different formatsdepending upon the division requesting the audit, resulting innon-standardized audit reports and unsatisfactory results. The presentinvention seeks to eliminate or reduce the above inefficiencies byproviding a centralized storage system and process for creating, editingand storing auditing schedules, reports, and reference materials via acollaborative, web-enabled workgroup application.

SUMMARY OF THE INVENTION

A method for facilitating supplier auditing functions in acommunications network environment is disclosed. The method includesreceiving a request from a user system of an enterprise system toinitiate an activity. The activity includes assessing a supplier recordfor determining a need to schedule a supplier audit, and scheduling theaudit for performing an initial or ongoing qualification of an existingor prospective trading partner of the enterprise system. Assessing thesupplier record includes reviewing past audit activity, date of lastaudit, and results of past audits. The enterprise system retrieves datafrom at least one database, which corresponds to the request. Theenterprise system includes a quality information network application forexecuting activity options that include the activity requested by theuser system.

BRIEF DESCRIPTION OF THE DRAWINGS

Referring now to the drawings wherein like elements are numbered alikein the several FIGURES:

FIG. 1 is a block diagram of a portion of the system that includes aplurality of workstations and servers on which the quality informationnetwork application is implemented;

FIG. 2 illustrates an exemplary main menu screen for the qualityinformation network application;

FIG. 3 illustrates an exemplary audit schedule menu and product categorysubmenu screen for the quality information network application;

FIG. 4 illustrates an exemplary audit schedule form screen for thequality information network application; and

FIG. 5 is a flowchart describing the quality information network auditprocess.

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENT

The quality information network application is a collaborative tool usedto facilitate the supplier auditing and reporting processes in anextended enterprise environment. It provides a centralized storagesystem in which audit schedules, reports and miscellaneous documents canbe created and viewed in a collaborative manner by various users insideand outside of an organization on a tiered-access basis. It allowsoutsiders of the organization to submit comments and view a limitedportion of information in the quality information network databases viaa secure network connection. System administrators for the organizationestablish and maintain the access permissions and set parameters forusers of the quality information network tool in keeping with theobjectives of the organization.

In an exemplary embodiment, the quality information application isimplemented through a networked system such as that shown in FIG. 1.Although not necessary to realize the advantages of the presentinvention, system 100 may be part of a wide area network in whichdifferent geographical locations are interconnected, either byhigh-speed data lines or by radio links, interconnecting hundreds ofworkstations at widely disparate locations. In the simplified diagram ofFIG. 1, system 100 includes an organization 102 comprising a web server104, an applications server 106, and a database server 108 that arelocated on a host system 110 and connected through a network 112 toworkstations 114. The term “organization” refers to the systemimplementing the quality information network application. Network 112may comprise a LAN, a WAN, or other network configuration known in theart. Further, network 112 may include wireless connections, radio-basedcommunications, telephony-based communications, and other network-basedcommunications. For purposes of illustration, however, network 112 is aLAN. A firewall 130 limits access to organization 102 to those usersoutside of organization 102 who possess proper access permissions.Firewall 130 may comprise a gateway router, proxy server or acombination of similar hardware/software devices readily known by thoseskilled in the art.

Host system 110 is running suitable web server software designed toaccommodate various forms of communications and which allows informationin data storage device 118 to be published on a web site. For purposesof illustration, host system 110 is running Lotus Domino™ as its serversoftware. Applications server 106 executes the quality informationnetwork tool, among other applications utilized by organization 102.Applications server 106 is also running a groupware application such asLotus Notes™ which allows remote users to access information through itsreplication capabilities, provides e-mail services, and supports asecure extranet architecture.

Data storage device 118 resides within intranet 112 and may comprise anyform of mass storage device configured to read and write database typedata maintained in a file store (e.g., a magnetic disk data storagedevice). Data storage device 118 is logically addressable as aconsolidated data source across a distributed environment such asnetwork system 100. The implementation of local and wide-area databasemanagement systems to achieve the functionality of data storage device118 will be readily understood by those skilled in the art. Informationstored in data storage device 118 is retrieved and manipulated viadatabase server 108.

Data storage device 118 provides a repository for databases including areference database 122, an audit schedule database 124, an audit reportsdatabase 126, a supplier quality performance database 128, an executivesummary reports database 129, and any other information desired byorganization 102 for use by the quality information network tool. Thesefeatures are further described herein.

System 150 comprises a web server 152 that connects workstations 154 toan intranet 156 and to the Internet. Firewall 158 provides security andprotection against unauthorized access to internal network informationfrom outside sources. Each of workstations 154 may access web server 152via internal web browsers (not shown) located on workstations 154. Adata storage device 160 is coupled to server 152. Selected data fieldsand data from audit reports database 126 are replicated to database 120and are accessible to system 150 via extranet 140. System 150 istypically an existing supplier or trading partner of organization 102.The terms ‘supplier’ or ‘contract manufacturer’ and ‘trading partner’are used interchangeably throughout this description. Remote workstation170 is coupled to organization 102 via a web browser (not shown) andmodem (not shown) for communicating with organization 102.

A variety of user types may utilize the quality information networktool. These user types help define the nature and extent of access todata provided by organization 102. For purposes of illustration, fouruser types are described herein; however, an organization implementingthe quality information network tool may define its own user types.

Divisional Users. Divisional users are typically engineers anddevelopers of organization 102. Divisions of organization 102 areclassified or sorted according to the product being manufactured. Forexample, one division may be dedicated to manufacturing/assemblingpersonal computers. A second division might be responsible for theproduction of mainframe computers. A third division might involvestorage devices. Divisional users may create, update, and transferdocuments in data storage device 118 to other authorized users, but arelimited to modifying only those documents relating to their division. Adivisional user may be a requester of an audit.

Suppliers/Contract Manufacturers. These users are external to theorganization but have a need to access certain information contained indata storage device 118. These users are restricted to viewing throughthe Internet or extranet 140 a limited segment of information in datastorage device 118 to ensure the overall confidentiality of thedocuments contained therein. Trading partners at system 150 can inputcomments or attachments through data fields replicated from database 126and submit them via extranet 140 to the data storage device 118.

Executive Readers. These users are typically high level executives oforganization 102 with ‘view only’ access to executive summary database129. Access is restricted to general information and executive summarydata relating to audit reports and documents and is used forinformational purposes.

Administrators. Administrators of organization 102 determine the accessrequirements for internal and external users of the quality informationtool and maintain access control lists. They also provide user supportas necessary. Administrators may further be categorized by division.

Access control lists store the names of authorized users of thedatabases stored in data storage device 118 and each user is assigned anaccess level by an administrator of organization 102. Onlyadministrators can add, modify or delete authorized users in the accesscontrol list.

A user accesses the quality information network application via a mainmenu screen as shown in FIG. 2. The options available to the user onmain menu screen 200 include “Quality Specifications and References”202, “Audit Schedules” 204, “Audit Reports” 206, “Quality Audit andReliability Training Schedule” 208, “Supplier Quality Performance” 210,and “Executive Summary Reports” 212. These options are further describedherein.

By selecting “Audit Schedules” 204, a user can perform a variety oftasks such as viewing, editing or creating an audit schedule. Asillustrated in FIG. 3, a user who desires to view an audit schedule maydo so by selecting “All Audits” 302, “Completed” 304, or “Planned” 306,whereby the quality information network tool retrieves the selectedschedules for viewing. A user can further tailor the search forschedules to view all audit schedules broken down by: supplier 308,region 310, quarter by region by commodity 312, year by quarter 314,product category 316, purpose 318, requester 320, auditor 322,organization 324, and site owner 326. For example, a user selects “AllAudits” 302 by product category 316 and is presented with a list ofcommodities as illustrated in submenu 350 of FIG. 3. The user thenselects a commodity from submenu 350 and is presented with all auditschedules for that chosen commodity (not shown).

To create a new audit schedule, the user selects a commodity from thelist on submenu 350, and the schedule form 400 of FIG. 4 is presented tothe user. The user enters required data into the fields presented suchas supplier name and address (not shown), date or quarter planned 402,requester information 404, auditor selected to perform the audit 406,purpose for the audit 408, and any additional comments 410 as necessary.The quality information tool provides drop down items for selected datafields to allow for convenient, standardized entries as shown generallyin form 400.

Results from completed audits may be viewed by divisional users oforganization 102 by selecting “Audit Reports” 206 from main menu 200 ofFIG. 2. Audit reports provide detailed information concerning thesubject audit from the auditor 406 assigned and listed on schedule form400. These reports are condensed in summary form by the qualityinformation network tool and stored in executive summary database 129for easy access and viewing by managing executives of organization 102.In this manner, all desired levels of management are able to keepapprised of audit-related activities and supplier performance. Havingthis information enables management to make instant business decisions.

Specific audit data is extracted from these audit reports and stored insupplier quality performance database 128 by the quality informationnetwork tool for rating purposes. Supplier quality performance database128 contains performance indicators for audited suppliers measured bybusiness rules adopted by organization 102 in order to compare and ratevarious suppliers. This information allows organization 102 to spotperformance trends among suppliers audited such as areas of strength orweakness, specific technology capabilities, as well as other performancefactors. It also creates a historical view of all audits performed sothat organization 102 can quickly determine when or whether a suppliershould be scheduled for an audit.

Reference database 122 contains technical information such as auditspecifications, industry quality standards, as well as standardizedreporting forms for selection by an auditor of organization 102. Adivisional user of organization 102, such as an auditor, may need toknow what the minimum industrial standards are for a certain product orcomponent in order to verify whether a supplier is in conformance withthose standards. An auditor may also want to access reference database122 to ensure that the quality information sought via the scheduledaudit is in conformance with organization's 102 audit specifications.Also included in reference database 122 is an updatable training sectionfor auditing divisional users who want to improve their auditing skills.This section provides a list of auditing classes, seminars, and jobresources available to interested parties of organization 102. In thismanner, the auditing branch of organization 102 is kept apprised of newgovernment regulations concerning industry standards, as well asauditing techniques and procedures.

FIG. 5 illustrates a sample process flow for the quality informationnetwork tool describing how a divisional user of organization 102 who isconsidering scheduling an audit proceeds via the tool. A requester atone of workstations 114 or remote workstation 170 logs on to the qualityinformation network tool at step 502. The main menu screen 200illustrated in FIG. 2 appears at step 504. In order to assess whether anaudit is necessary for a given supplier, the requester first selects thesupplier quality performance option 210 of FIG. 2 at step 506. Thequality information tool retrieves selected information pertaining tothat supplier from supplier quality performance database 128 anddelivers it to the user. The user then reviews the supplier record whichcontains a history of audits and reporting documents pertaining to thatsupplier at step 508. From this information, the requester assesseswhether an audit is required. For example, organization 102 has a policyto audit a particular class of suppliers on a semi-annual basis beforerenewing contracts for work. The supplier record stored in database 128reveals that an audit has not been performed for ten months. In thiscase, the requester would need to schedule an audit. If the requesterdetermines that an audit is not required, the process ends at step 510.Otherwise, flow proceeds to step 512 where the requester selects “AuditSchedules” 204 from main menu 200. The data required as illustrated inFIG. 4 is entered at step 514. The requester can select whom thisinformation will be distributed to at step 516 or the qualityinformation tool may automatically designate a distribution listaccording to business rules defined by organization 102. The requesterselects an auditor to perform the audit at step 518. This can beaccomplished via a drop down tool as illustrated generally in FIG. 4 inauditor field 406. The quality information network provides a list ofauditors which may be categorized by specialty, skills, and/orgeographic location. The tool may also be configured to pre-qualify anauditor for the requester based upon information provided such as auditsite location, commodity, etc. Further, the quality information networktool automatically generates an e-mail to the auditor selected withselected information and requesting confirmation of the audit at step520. If the auditor responds negatively, flow reverts back to step 518whereby the requester must select another auditor. Once positiveconfirmation is received, the audit schedule is stored in auditschedules database 124 awaiting execution. Once the audit is completed,the auditor records the information via the quality information tool andattaches the results to the audit schedule at step 522. The qualityinformation network tool generates an audit report, stores the report inthe audit reports database 126, and automatically sends an e-mail atstep 524 to the distribution list described above. The qualityinformation network tool creates a summarized version of the report atstep 526 and stores it in the executive summary database 129. A supplierquality performance report is generated by the tool at step 528 andstored in the supplier quality performance database 128. The results canbe sent electronically to the supplier or subject of the audit at system150 and the supplier may respond accordingly at step 530. The responsemay include comments or corrective actions planned or taken by thesupplier. The process then ends at step 532.

The quality information network tool is a comprehensive, centralized,electronic repository for supplier audit data for use by development,procurement and manufacturing organizations to manage the supplier auditprocess. It is a workgroup collaboration tool that allows for thesharing of technical supplier audit data that is both internal to theorganization across multiple divisions and locations, and directly withthe supplier being audited. Benefits include streamlined communicationwith suppliers and the elimination of redundant activities. The qualityinformation network tool provides a worldwide tool for gathering andcommunicating objective information about supplier quality performanceand audit activity. Addition communication features include automatice-mails to customizable distribution lists when audit records arecreated and completed, as well as supplier access to audit data.

As described above, the present invention can be embodied in the form ofcomputer-implemented processes and apparatuses for practicing thoseprocesses. The present invention can also be embodied in the form ofcomputer program code containing instructions embodied in tangiblemedia, such as floppy diskettes, CD-ROMs, hard drives, or any othercomputer-readable storage medium, wherein, when the computer programcode is loaded into and executed by a computer, the computer becomes anapparatus for practicing the invention. The present invention can alsobe embodied in the form of computer program code, for example, whetherstored in a storage medium, loaded into and/or executed by a computer,or transmitted over some transmission medium, such as over electricalwiring or cabling, through fiber optics, or via electromagneticradiation wherein, when the computer program code is loaded into andexecuted by a computer, the computer becomes an apparatus for practicingthe invention. When implemented on a general-purpose microprocessor, thecomputer program code segments configure the microprocessor to createspecific logic circuits.

While preferred embodiments have been shown and described, variousmodifications and substitutions may be made thereto without departingfrom the spirit and scope of the invention. Accordingly, it is to beunderstood that the present invention has been described by way ofillustration and not limitation.

1. A method for facilitating supplier auditing functions in acommunications network environment, comprising: receiving a request froma user system of an enterprise system to initiate an activity, saidactivity including assessing a supplier record for determining a need toschedule a supplier audit, and scheduling the audit for performing aninitial or ongoing qualification of an existing or prospective tradingpartner of the enterprise system; wherein said assessing said supplierrecord includes reviewing: past audit activity; date of last audit; andresults of past audits; and said enterprise system retrieving data fromat least one database, said data corresponding to said request; whereinfurther said enterprise system includes a quality information networkapplication for executing activity options that include the activityrequested by the user system.
 2. The method of claim 1, wherein saidscheduling said audit includes: entering supplier data relating to thetrading partner into a schedule form; entering requester informationinto said schedule form; selecting an auditor to perform said audit;entering a purpose for said audit; entering a time frame for performingsaid audit; and distributing a completed schedule form to at least oneentity;
 3. The method of claim 2, wherein said distributing saidcompleted schedule form is automatically performed by said qualityinformation network application via a distribution list.
 4. The methodof claim 2, wherein said distributing said completed schedule form ismanually performed by said requester via a distribution list provided bysaid requester.
 5. The method of claim 2, wherein said selecting saidauditor by said requester includes selection criteria including:geographic location of site to be audited; auditing skills possessed bysaid auditor; a commodity subject to said audit; and auditorpre-qualification data.
 6. The method of claim 5, further comprising:automatically transmitting a notice to said auditor; receiving aresponse to the notice from said auditor by said requester, wherein saidresponse is either a confirmation notice or a rejection notice.
 7. Themethod of claim 6, wherein said requester initiates a second auditorselection, based upon receiving said rejection notice.
 8. The method ofclaim 2, wherein said entering said time frame for performing said auditincludes: entering a date planned for said audit; and entering a quarterplanned for said audit.
 9. The method of claim 1, wherein said requesteris a divisional user comprising at least one of an engineer anddeveloper of the enterprise system, the divisional user requesting anaudit of a trading partner that corresponds with an engineering ordeveloper group to which the divisional user belongs.
 10. The method ofclaim 1, wherein said activity includes viewing a scheduled audit. 11.The method of claim 10, wherein said viewing said scheduled auditincludes viewing by categories, said categories including: all audits,completed audits; and planned audits.
 12. The method of claim 13,wherein said viewing said scheduled audit includes viewing by: tradingpartner; region; quarter by region by commodity; year by quarter;product category; requester; auditor; organization; and site owner. 13.The method of claim 1, wherein said activity includes providing auditreporting data by an auditor.
 14. The method of claim 13, wherein saidproviding said audit reporting data includes: providing audit testresults; providing audit analysis results; providing data pertaining todeficiencies in meeting industry standards; providing data pertaining todeficiencies in meeting government standards; providing data pertainingto deficiencies in meeting proprietor-imposed standards; attaching saidaudit reporting data to a corresponding audit schedule; transmittingsaid audit reporting data and said corresponding audit schedule to adesignated entity; and proposing corrective actions.
 15. The method ofclaim 14, wherein said transmitting said audit reporting data and saidcorresponding audit schedule is performed automatically by said qualityinformation network application via a distribution list.
 16. The methodof claim 14, wherein said transmitting said audit reporting data andsaid corresponding audit schedule is performed manually by said auditorvia a distribution list provided by said auditor.
 17. The method ofclaim 1, wherein said activity includes viewing audit reports.
 18. Themethod of claim 1, wherein said activity includes viewing training data.19. The method of claim 18, wherein said training data includes:lectures; seminars; classes; and resource materials.
 20. The method ofclaim 1, wherein said activity includes viewing reference data, saidreference data including: industry standards; government standards; andproprietor-imposed standards.